Staff Assistant (Receiving & Invoicing)

NATO • Norfolk, NY

20d

About The Position

ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO’s posture, military structures, forces, capabilities and doctrines.
The Command Group provides general support, coordination, management, administrative service and specialist advice to SACT, DSACT and COS.
Chief of Staff (COS) is responsible to SACT and DSACT for the staff activity necessary to execute ACT’s mission. It is the focal point for the implementation of the Commander’s direction and guidance as well as the initiation and co-ordination of all ACT staff efforts.
The Staff Advisory Group (SAG) is comprised of different competencies grouped into several offices (Political Advisor, Legal Advisor, Gender Advisor, Financial Controller, Command Auditor, Communication Branch and Pentagon Liaison). It works under the direction and guidance of COS and provides general staff support, coordination, management, administrative service, and specialists’ advice to SACT.
As part of the Staff Advisory Group, the Office of Budget and Finance (BUDFIN) is the executive agent for ACT in all matters of budget and finance policy and execution. Responsibility includes all matters pertaining to Budget and Finance at HQ SACT, JALLC, JWC, JFTC and subordinate SACT elements (STRE and SEE).
The Staff Assistant (Receiving and Invoicing) is responsible for timely processing and recording of receipt of all goods and services at ACT and the accurate recording of supplier invoices.

Requirements

• Higher Secondary education and intermediate vocational training in accounting, finance, management, business administration, public administration or related discipline which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
• Experience of basic data entry into financial, administrative, or human resources systems.
• Strong communication skills.
• Experience collaborating with various departments and stakeholders across a large organization.
• Experience in ensuring adequacy and compliance with administrative, regulatory and procedural requirements.
• English – SLP 3322 - (Listening, Speaking, Reading and Writing)

Nice To Haves

• Understanding of NATO’s composition and operation.
• Experience in international organization financial operations.
• Knowledge of NATO Finance procedures.
• Experience working with financial software and tools, such as ERP systems, Oracle financial/planning applications, and Microsoft Excel.
• English - SLP - 3333 (Listening, Speaking, Reading and Writing)

Responsibilities

• Create receipt transactions and enter them into the FinS Accounting System. Verifies/ensures receipt information matches the PO/contract requests with Purchase Orders. Identifies discrepancies to Head of Accounting Operations Officer and Purchasing and Contracting.
• Create receipt transactions and enter them into the FinS Accounting System.
• Reconcile un-invoiced receipt monthly.
• Maintain receipt transaction files to support entered transactions.
• Enters supplier invoice header information in FinS and forwards the supplier invoice for further certification and processing.
• Cross-training between the Receiving Assistant, is required. Perform basic functions on physical receipt of items in the absence of Receiving Assistant.
• Support the travel team in processing of travel requests and travel claims as required.
• Conduct other tasks as directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees